EPAF Updates –Reference Guide
All appointments now require the number of hours an individual will be working in a given pay period to
ensure accurate reporting under the Affordable Care Act (ACA).This data is already captured in the time
entry system for hourly employees, however prior to this update, monthly stipends such as adjuncts and
secondary roles, were paid a flat rate at one hour per month. Effective immediately, all monthly EPAFs
require reporting of the hours per pay.
Definition of Fields
Each EPAF has a set of fields (some are not value enterable) that are defined for each type of EPAF,
which are broken down to separate approval categories (sections) within the EPAF.
*Note* The fields below may not be required in every EPAF
Appointment Start
Fields correlate to the beginning of the appointment you are currently activating. Establishes pay and
activates position.
Field
Definition
Note
Job Begin Date: MM/DD/YYYY
First appointment date for
position
Job Category:
Indicates Primary or
Secondary employment role
Job Effective
Date: MM/DD/YYYY
Contract/Salary: Required
Job Change Reason:
Number of Pays:
Start date of current
appointment
Salary for the period
Not value enterable
Number of pays salary is split Must always equal number of pay
over
periods
Number of pay periods salary Must always equal number of pays
is calculated on
Number Pays Periods:
Job Status:
Timesheet Orgn:
Not value enterable
Organization number
associated with appointment
Job End Date: MM/DD/YYYY
Salary Encumbrance:
Step:
FTE:
Position end date (-)
Not value enterable
Not value enterable
Full time equivalency
Only required if employee has never
occupied this position number
previously
Reflects the % of a full time
appointment. Calculated by taking
the hours per pay of the
appointment / standard hours per
pay. For monthly appointments,
standard hours per pay = 173.33
Hours per Pay:
Number of hours the
employee will work per pay
Must always equal default earning
hours
Default Earnings
Default earnings are what drives the pay for a monthly employee. Hourly employees enter the hours
worked via their electronic timesheet on DrexelOne. Monthly employees are paid for a set number of
hours (default hours) each pay period. The system automatically calculates the pay each month by
multiplying the system calculated hourly rate ( (salary / # of pays)/hours per pay) by the number of
default earnings.
Field
Definition
Note
Effective Date
Hours or Units Per Pay
Effective date of the default
hours for the current
appointment
Type of earnings for the
appointment
Number of hours per pay
Deemed Hours
Special Rate
Shift
End Date
Do Not Use
Do Not Use
Do Not Use
Do Not Use
Earnings
Specific to type of appointment
Must always match the number of
hours per pay
Do not change from value listed (1)
Appointment End
Fields correlate to the end of the appointment
Field
Definition
Job Effective
Date: MM/DD/YYYY
Job Change Reason
Job Status
Must always match the
appointment start effective date
Note
End date of current
appointment
Not Value Enterable
Not Value Enterable
Default Earning Codes
Only the default earning codes will be accepted - EPAFs with incorrect default earning codes will be
returned to the originator for correction.
Type of Appointment
Default
Notes
Earnings Code
Adjunct
ADJ
FT Employee / PT Teaching
ADJ
Research Extra Comp
RSC
Student Monthly (Non Grad Appointment / Non
Dorm Assistant)
SRG
Dorm Resident Assistant
DRA
Teaching Assistant
TAS
Graduate Assistant
GAS
Research Fellow
GRF
Research Assistant
RAS
No change on EPAF type
(Student Monthly New or
Student Monthly Rehire) - just
differentiating between the
types of non-grad appointments
No change on EPAF type
(Student Monthly New or
Student Monthly Rehire) - just
differentiating between the
types of non-grad appointments